centralized flag administrative unit usually takes care of enlisted   administration.) The flag division officer, with the approval of the chief of staff, assigns enlisted duties, watches and battle stations, regulates leave and liberty and makes sure they carry  out  the  flagship’s  administrative  routine.  To discharge his duties effectively, the flag division officer maintains close liaison with the XO. Commanders  usually  refrain  from  interfering  with the  internal  administration  of  the  flagship.  In  this respect, the flagship is the same as any other ship in the command. OFFICE  LOCATION  AND APPEARANCE Learning Objective:  Identify the proper location and appearance  of  a  public  affairs  office. The location and appearance of the public affairs office are important considerations. The office should be located as near as possible to the offices of the officer in command and the chief of staff, yet at the same time, it should be accessible to the news media and public. Since the public affairs office is often the public’s only point  of  contact  with  the  command,  the  location, finishings,  displays  and  courtesy  offered  should  make a  favorable  impression  on  visitors.  An  efficiently manned, attractive, but not flamboyant reception room is  desirable.  Visiting  media  representatives  should  have access to a newsroom or news center where they can work on or file their stories. Facilities to accommodate one or two correspondents are usually adequate. First impressions are lasting ones, which is why you should  maintain  a  clean,  uncluttered  office  space.  Doing this tells the public and the media that they are dealing with  public  affairs  professionals.  Make  sure  files, videotapes,  press  clips,  and  so  forth,  are  properly  stored when they are not in use. Maintain an immaculate coffee mess.  Applying  some  forethought  in  this  area  will  make a difference in your relations with both of these groups. The PAO and his assistant should have separate and preferably  soundproof  offices  to  ensure  privacy  of conversations  with  sources  of  information,  media, visitors  and  staff  members, Telephone  service  for  each  key  member  of  the public affairs office is important to the success of the public affairs mission. Afloat and ashore public affairs offices  should  have  the  capability  of  direct  dial  access that bypasses the switchboard of the command. This provides a communication channel to the public should the  ship  or  station  switchboard  be  overloaded  or knocked  out  by  a  disaster  or  local  emergency.  If possible,  the  public  affairs  office  should  also  have  one unlisted  telephone  number  to  provide  communication  in the  event  the  listed  office  telephones  are  swamped during  a  major  disaster  or  news  event. Space and manpower are often wasted due to poor planning.  In  office  management  planning,  you  should consider such factors as the office mission, work flow and the use of personnel. If the office to which you are assigned  is  not  functioning  properly,  a  rearrangement may be in order. Office arrangement is an area in which room for improvement frequently exists. Often, it is apparent from casual observation that offices are laid out with little regard to the tasks to be performed. Areas may be overcrowded  in  one  office  while  space  is  being  wasted in the office down the passageway. Available ground transportation on a 24-hour basis is also needed for the effective operation of a public affairs   office.   Where   military   taxi   service   is   not available   on   short   notice,   you   should   consider requesting  the  assignment  of  a  military  vehicle  to provide courier service to the local media. This vehicle can also be used for public affairs personnel needing transportation  in  support  of  internal,  community  and public  information  events. Some  commands  issue  identification  cards,  badges or arm bands to key public affairs personnel which authorizes  their  access  to  disaster  scenes  and  restricted events. The use of these devices must be authorized by a  command  directive  to  ensure  that  military  law enforcement personnel, gate guards and other military officials honor them. Additional information on this topic may be found in Chapters 2 and 3. NOTE: The subject just discussed is based on large staff commands ashore and large fleet-level  commands  afloat  The  suggestions may be impossible to implement at some commands because the required space, funds and associated material/equipment are not available. ADMINISTRATIVE  PROCESSES Learning Objectives: Determine  the  basic  admini- strative processes required to manage a public affairs office. 1-5